{ "template_name": "Digital File Organization System", "version": "1.0", "price": 12, "design": { "primary": "#2D3748", "accent": "#00897B", "background": "#FFFFFF", "text_primary": "#1A202C", "text_secondary": "#718096" }, "pages": [ { "name": "๐Ÿ“ Dashboard", "icon": "๐Ÿ“", "cover": "solid_teal", "description": "Central hub for the entire file organization system", "blocks": [ { "type": "callout", "text": "Welcome! This system helps you take control of your digital files in 30 minutes flat. Start with the Folder Structure Builder, then work through each section. By the end, you'll have a clean, searchable, maintainable file system.", "color": "teal" }, { "type": "heading_2", "text": "๐Ÿš€ Quick Start" }, { "type": "numbered_list", "items": [ "Go to Folder Structure Builder -> pick a template or design your own", "Set up your File Naming Convention using the generator", "Run the Desktop Cleanup Routine (15 min)", "Configure Cloud Sync Strategy (5 min)", "Set up Email Attachment Workflow (10 min)", "Schedule weekly 5-min maintenance" ] }, { "type": "heading_2", "text": "โšก Quick Links" }, { "type": "link_row", "items": [ {"text": "๐Ÿ“‚ Folder Structure Builder", "page": "Folder Structure Builder"}, {"text": "๐Ÿท๏ธ File Naming Convention", "page": "File Naming Convention Generator"}, {"text": "๐Ÿงน Desktop Cleanup Routine", "page": "Desktop Cleanup Routine"}, {"text": "โ˜๏ธ Cloud Sync Strategy", "page": "Cloud Sync Strategy"}, {"text": "๐Ÿ“Ž Email Attachment Workflow", "page": "Email Attachment Workflow"} ] }, { "type": "heading_2", "text": "โœ… Weekly Maintenance Checklist" }, { "type": "to_do", "items": [ "Empty Downloads folder (move or delete)", "Clear Desktop (file everything or delete)", "Rename any untitled / poorly named files", "Check cloud sync status (are all folders green?)", "Review email attachment saves from the week", "Archive completed projects to cold storage", "Delete duplicate files" ] }, { "type": "heading_2", "text": "๐Ÿ“Š System Stats" }, { "type": "database_view", "name": "System Health", "properties": ["Date Checked", "Desktop Files", "Downloads Pending", "Cloud Sync Status", "Naming Convention Compliance"], "view": "gallery" } ] }, { "name": "๐Ÿ“‚ Folder Structure Builder", "icon": "๐Ÿ“‚", "description": "Design your folder hierarchy โ€” pick a template or build custom", "blocks": [ { "type": "callout", "text": "The single most impactful thing you can do for your digital life: a consistent folder structure. Pick one of the three templates below or design your own hybrid.", "color": "teal" }, { "type": "heading_2", "text": "๐ŸŽจ Template A: By Client (Best for freelancers & agencies)" }, { "type": "code", "text": "๐Ÿ“ CLIENTS/\n โ”œโ”€โ”€ Client A/\n โ”‚ โ”œโ”€โ”€ 01_Contracts\n โ”‚ โ”œโ”€โ”€ 02_Project_Files\n โ”‚ โ”œโ”€โ”€ 03_Assets\n โ”‚ โ”œโ”€โ”€ 04_Invoices\n โ”‚ โ””โ”€โ”€ 05_Communication\n โ”œโ”€โ”€ Client B/\n โ”‚ โ””โ”€โ”€ ...\n โ””โ”€โ”€ _Templates/" }, { "type": "heading_2", "text": "๐ŸŽจ Template B: By Project (Best for solo creators & product builders)" }, { "type": "code", "text": "๐Ÿ“ PROJECTS/\n โ”œโ”€โ”€ Active/\n โ”‚ โ”œโ”€โ”€ Project_Alpha/\n โ”‚ โ”‚ โ”œโ”€โ”€ 01_Planning\n โ”‚ โ”‚ โ”œโ”€โ”€ 02_Development\n โ”‚ โ”‚ โ”œโ”€โ”€ 03_Deliverables\n โ”‚ โ”‚ โ””โ”€โ”€ 04_Archive\n โ”‚ โ””โ”€โ”€ Project_Beta/\n โ”œโ”€โ”€ Completed/\n โ””โ”€โ”€ Ideas/" }, { "type": "heading_2", "text": "๐ŸŽจ Template C: By Year (Best for volume-based work)" }, { "type": "code", "text": "๐Ÿ“ 2026/\n โ”œโ”€โ”€ Q1/\n โ”‚ โ”œโ”€โ”€ Jan/\n โ”‚ โ”‚ โ”œโ”€โ”€ Finances\n โ”‚ โ”‚ โ”œโ”€โ”€ Marketing\n โ”‚ โ”‚ โ””โ”€โ”€ Operations\n โ”‚ โ”œโ”€โ”€ Feb/\n โ”‚ โ””โ”€โ”€ Mar/\n โ””โ”€โ”€ Q2/ ..." }, { "type": "heading_2", "text": "๐Ÿ› ๏ธ Build Your Own (Hybrid)" }, { "type": "toggle", "title": "Step 1: Choose your top-level", "body": "Start with either CLIENTS, PROJECTS, or YEAR as your top-level. Pick the one that matches how you THINK about your work โ€” not how you organize it now." }, { "type": "toggle", "title": "Step 2: Add 3-5 subfolders per level", "body": "Stick to 3-5 subfolders. If you need more, you probably need another top-level category. Examples: Contracts, Deliverables, Assets, Invoices, Communication." }, { "type": "toggle", "title": "Step 3: Number your folders", "body": "Use 01_, 02_, etc. prefixes to force alphabetical sorting. This is the single best trick for keeping folders in a useful order regardless of name." }, { "type": "toggle", "title": "Step 4: Create an _Archive folder", "body": "Every top-level folder needs an _Archive subfolder. When a client/project goes dormant, move it here โ€” don't delete it. The underscore keeps it at the top." }, { "type": "toggle", "title": "Step 5: Template your empty folders", "body": "Create an empty set of subfolders and save as a template. On macOS: right-click -> 'Use as Template'. On Windows: save a zipped copy and extract when needed." }, { "type": "heading_2", "text": "๐Ÿ“‹ My Folder Structure (editable)" }, { "type": "database_view", "name": "Folders", "properties": ["Folder Name", "Parent", "Level", "Purpose", "Template Available", "Status"], "view": "table" } ] }, { "name": "๐Ÿท๏ธ File Naming Convention Generator", "icon": "๐Ÿท๏ธ", "description": "Build consistent file names that make search effortless", "blocks": [ { "type": "callout", "text": "A good naming convention means you can find any file in under 10 seconds. No more 'final_final_v3_REAL.docx'. Set your rules once, use forever.", "color": "teal" }, { "type": "heading_2", "text": "๐Ÿ“ Recommended Convention" }, { "type": "code", "text": "FORMAT: {CLIENT}_{PROJECT}_{DOCTYPE}_{VERSION}_{DATE}.ext\n\nEXAMPLES:\n AcmeCorp_WebsiteRedesign_Proposal_v1_2026-08-09.pdf\n JaneDoe_BrandKit_Logo_Final_2026-07-15.ai\n Self_TaxPrep_Receipts_v2_2026-04-01.zip\n TemplateForge_ProductLaunch_Checklist_v3_2026-08-01.md" }, { "type": "heading_2", "text": "๐Ÿ”ง Convention Builder" }, { "type": "database_view", "name": "Naming Convention", "properties": ["Field", "Required", "Format", "Example", "Notes"], "view": "table", "rows": [ ["CLIENT", "Yes", "PascalCase or initials", "AcmeCorp or AC", "Use 'Self' for personal files"], ["PROJECT", "Yes", "PascalCase_short", "WebsiteRedesign", "Keep under 30 chars"], ["DOCTYPE", "Yes", "PascalCase", "Proposal, Invoice, Logo", "Standardize across projects"], ["VERSION", "Yes", "v{N}", "v1, v2, v3", "vFinal only once โ€” the one you actually deliver"], ["DATE", "Yes", "YYYY-MM-DD", "2026-08-09", "ISO format sorts chronologically"], ["TAGS (opt)", "No", "lowercase-hyphenated", "draft, review, approved", "Dash-separated, no spaces"] ] }, { "type": "heading_2", "text": "๐Ÿšซ Naming DON'Ts" }, { "type": "bulleted_list", "items": [ "DON'T use spaces in file names โ€” use underscores or hyphens", "DON'T use special characters: / \\ : * ? \" < > |", "DON'T name files 'final' โ€” use version numbers", "DON'T include the word 'copy' or 'untitled'", "DON'T use dates like 'Aug9' โ€” always YYYY-MM-DD for sorting", "DON'T nest files deeper than 4 levels" ] }, { "type": "heading_2", "text": "๐Ÿ” Search Test" }, { "type": "callout", "text": "After implementing your convention, test it: search for a file you created 3 months ago. If you found it in under 10 seconds, your convention works.", "color": "yellow" } ] }, { "name": "๐Ÿงน Desktop Cleanup Routine", "icon": "๐Ÿงน", "description": "Step-by-step process to clean and maintain your digital workspace", "blocks": [ { "type": "callout", "text": "A cluttered desktop costs you 15-30 minutes of lost productivity per day. This routine clears it in one pass and keeps it clear with 5 minutes of weekly maintenance.", "color": "teal" }, { "type": "heading_2", "text": "๐Ÿงน THE BIG CLEAN (First time โ€” 30 min)" }, { "type": "numbered_list", "items": [ "Desktop: Move EVERY file into a folder called 'Sort_Later' on Desktop", "Downloads: Sort by date. Files older than 30 days -> either file or delete", "Documents: Create the folder structure from Folder Structure Builder. Then sort", "Sort_Later: Open the folder. Process file by file โ€” each goes to its permanent home or trash", "Empty Trash/Recycle Bin", "Set Desktop to show NO icons (macOS: Finder -> Preferences -> uncheck 'Show on Desktop')" ] }, { "type": "heading_2", "text": "๐Ÿ”„ WEEKLY MAINTENANCE (5 min every Friday)" }, { "type": "to_do", "items": [ "Are there any files on Desktop? -> File or delete immediately", "Downloads: sort by date, file or delete everything older than 7 days", "Quick-scan Documents: any files that aren't in their proper folders? -> Move them", "Check Screenshots folder: delete anything you no longer need", "Empty Trash" ] }, { "type": "heading_2", "text": "๐Ÿ“Š Cleanup Tracker" }, { "type": "database_view", "name": "Cleanup Log", "properties": ["Date", "Desktop Files Before", "Desktop Files After", "Downloads Cleared", "Time Spent (min)", "Notes"], "view": "table" } ] }, { "name": "โ˜๏ธ Cloud Sync Strategy", "icon": "โ˜๏ธ", "description": "Decide what lives local, what goes to cloud, and your backup cadence", "blocks": [ { "type": "callout", "text": "Not everything should live in the cloud. Some files need speed (local), some need sharing (cloud), and some need both. This decision flow helps you choose.", "color": "teal" }, { "type": "heading_2", "text": "๐Ÿ”€ Decision Flow" }, { "type": "quote", "text": "Q1: Does this file need to be shared with others?\n YES -> Cloud (Google Drive / Dropbox / Notion)\n NO -> Go to Q2\n\nQ2: Is this file over 500MB?\n YES -> Local + cloud backup (use selective sync)\n NO -> Go to Q3\n\nQ3: Do you need offline access to this file?\n YES -> Local (with cloud backup via sync)\n NO -> Cloud-only (free up local space)" }, { "type": "heading_2", "text": "โ˜๏ธ Recommended Setup" }, { "type": "table", "name": "Storage Strategy", "rows": [ ["File Type", "Location", "Sync", "Backup"], ["Active client work", "Local + Google Drive", "Real-time sync", "Daily to cloud + weekly to external"], ["Completed projects", "Google Drive only", "Cloud-native", "Cloud provider backup"], ["Personal documents", "Local + iCloud/Dropbox", "Real-time sync", "Daily cloud + monthly external"], ["Large media (video, design)", "External SSD", "Manual weekly", "Monthly to secondary drive"], ["Email attachments", "Local -> sorted folders", "Via Email Workflow", "Included in cloud sync"], ["Templates & SOPs", "Notion", "Always available", "Notion exports monthly"], ["Archive (3+ years)", "Cold storage (external HDD)", "None", "Annual integrity check"] ] }, { "type": "heading_2", "text": "๐Ÿ“… Backup Cadence" }, { "type": "to_do", "items": [ "Daily: Working files auto-sync to cloud (Google Drive / Dropbox / iCloud)", "Weekly: Full cloud backup happens automatically; verify sync status", "Monthly: Export critical cloud data to external drive (Notion export, Drive download)", "Quarterly: Full external drive backup + test restore one file to verify integrity", "Annually: Review and purge โ€” delete truly obsolete files, archive aging projects" ] }, { "type": "heading_2", "text": "๐Ÿ” Quick Rules" }, { "type": "bulleted_list", "items": [ "3-2-1 Rule: 3 copies, 2 different media, 1 offsite", "If a file is only in one place, it doesn't exist โ€” sync it now", "Test a restore every quarter โ€” backups that can't restore aren't backups" ] } ] }, { "name": "๐Ÿ“Ž Email Attachment Workflow", "icon": "๐Ÿ“Ž", "description": "Never lose an email attachment again โ€” save to the right place, every time", "blocks": [ { "type": "callout", "text": "Email attachments are the #1 source of digital clutter. This workflow ensures every attachment goes to its proper home within 30 seconds of opening the email.", "color": "teal" }, { "type": "heading_2", "text": "๐Ÿ“ฅ THE 30-SECOND RULE" }, { "type": "numbered_list", "items": [ "Open attachment (DO NOT just preview)", "Immediately 'Save As' to the correct folder using your naming convention", "Rename the file according to convention BEFORE saving", "Delete or archive the email (attachment is now filed)", "Move on โ€” total time: under 30 seconds" ] }, { "type": "heading_2", "text": "๐Ÿ“ฌ Gmail Filter Templates" }, { "type": "code", "text": "FILTER 1 โ€” Client Attachments\n From: {client_domain}\n Has attachment: Yes\n Action: Apply label \"๐Ÿ“Ž To File\", Star it, Never send to Spam\n\nFILTER 2 โ€” Invoice Attachments\n Subject contains: \"invoice\" OR \"receipt\"\n Has attachment: Yes\n Action: Apply label \"๐Ÿ’ฐ Invoices\", Forward to accounting\n\nFILTER 3 โ€” Large Attachments\n Size: >10MB\n Action: Apply label \"โš ๏ธ Large Files\", Skip Inbox" }, { "type": "heading_2", "text": "๐Ÿ“ฌ Outlook Rule Templates" }, { "type": "code", "text": "RULE 1 โ€” Client Attachments\n Condition: From {client_domain}, Has attachment\n Action: Move to folder \"Client Files\", Flag for follow-up\n\nRULE 2 โ€” Internal Attachments\n Condition: From {company_domain}, Has attachment\n Action: Move to folder \"Internal Attachments\", Mark as read" }, { "type": "heading_2", "text": "๐Ÿ“Š Attachment Log" }, { "type": "database_view", "name": "Attachments", "properties": ["Date Received", "From", "File Name", "Saved To", "Naming Convention Applied?", "Follow-up Needed?"], "view": "gallery" } ] } ], "template_buttons": [ { "name": "New Client Folder Set", "location": "Folder Structure Builder", "action": "Creates a new client folder with all 5 standard subfolders (Contracts, Project_Files, Assets, Invoices, Communication)" }, { "name": "Weekly Cleanup", "location": "Dashboard", "action": "Resets the Weekly Maintenance Checklist for a new week" }, { "name": "New Project Setup", "location": "Folder Structure Builder", "action": "Creates a new active project with Planning, Development, Deliverables, and Archive subfolders" }, { "name": "Log Cleanup Session", "location": "Desktop Cleanup Routine", "action": "Adds a new row to the Cleanup Log database with today's date" } ], "cross_sell": { "bundle_name": "Freelancer Productivity Bundle", "products": [ {"name": "Freelancer Dashboard", "price": 19}, {"name": "Client Manager CRM", "price": 15}, {"name": "Digital File Organization System", "price": 12} ], "bundle_price": 35, "savings": 11 } }